[15026] in Public-Access_Computer_Systems_Forum
Re: Short window for RFP
daemon@ATHENA.MIT.EDU (David Christensen)
Fri Dec 12 20:04:48 2003
Date: Thu, 11 Dec 2003 22:10:54 -0600
From: David Christensen <DChristensen@WESTMAN.WAVE.CA>
In-reply-to: <6.0.1.1.0.20031211091831.01fa5990@mail.dnvr.qwest.net>
To: PACS-L@LISTSERV.UH.EDU
Reply-to: DChristensen@WESTMAN.WAVE.CA
Message-id: <200312112210.54990.DChristensen@westman.wave.ca>
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Hi Don,
Thanks, that's exactly the type of information I'm looking for :-)
We've been thinking about this off and on for a couple of years, so everyone's
pretty much in agreement on what we need.... it's just that the money
appeared kind of suddenly (not that I'm complaining!)
I've got things roughed out... and enough time (I hope!) to smooth it out
before the "go" date for sending the RFPs out.
Thanks again,
-David
On Thursday 11 December 2003 10:51 am, you wrote:
> David -
>
> There are a wide variety of resources available concerning ILS RFPs, but
> here are a few key elements you need to include in your RFP:
>
> 1. Background on your institution and why you are issuing the RFP as this
> time. Include key dates (when the response is due, evaluation periods,
> potential vendor demo dates, decision target date), who to contact for
> questions, plans for growth over the next 5 years, and a definitions
> section for local terminology.
> 2. Terms and Conditions. This section is includes standard contract
> clauses, references attached documents, sets up the chain of references
> between the contract, the RFP, and vendor responses.
> 3. Administrative issues. This section lays out rules for the
> procurement, details on how the response should be composed, number of
> copies, how to submit questions about the RFP, how a selection is made,
> notifications, confidentiality, tax issues, exceptions to standard
> contract, etc.
> 4. Functional Issues. This can be a detailed list, or a list of issues
> that are unique or significant to the library. This is typically the bulk
> of the document, but can be short and focused if the library feels that
> there is little differentiation between available products.
> 5. Attachments. These should include details on existing hardware
> (server as well as PCs), network, collection (titles and items) -- by
> library if a consortium, sample contract from your institution, and any
> required forms such as non-collusion or signature pages.
>
> Pulling this together in 3 weeks is possible, but it assumes that you have
> a consensus within your organization on direction, needs, and
> goals. You should allow at least 4 weeks for a vendor to respond to
> your RFP. Your RFP should be made available to the vendor in machine
> readable form and you should require printed as well as electronic copies
> of the response.
>
> Regards,
> Don
>
> Don Kaiser
> Library Automation Consultant
> 9653 S Chanteclair Circle, Suite 312
> Highlands Ranch, CO 80126
>
> Voice: 303-470-5221
> Fax: 303-791-6435
> Cell: 303-437-9245
> e-mail: dkaiser1@qwest.net
